Map the Route: Clarify Expectations at 3 Touchpoints

Communicating expectations for employees is like preparing for a road trip. On a road trip you need a map (or GPS) to navigate, instructions on what route to take, and time to verify you are headed in the right direction. As managers we also need to create a map for our employees, communicate the route to use and check in to ensure we’re on track.

This is a perfect time for managers and HR professionals to begin planning for a successful 2023.

Communicating expectations clearly and ensuring a mutual understanding is critical – whether you are communicating to a temporary employee, contractor, new employee or long-tenured employee.

Define Role Expectations - The Map

While on a road trip we reference a map and in the work environment, the job description maps out expectations for the employee.

Job descriptions tend to be a very underrated conversation starter between managers and employees. Good job descriptions explain the key components of the job, along with how much time is expected within each area.

When working with an organization a few years ago, I had the opportunity to facilitate a discussion between a manager and employee regarding the employee’s job. By asking a series of questions, we uncovered that the manager had completely different expectations for the employee’s role than what the employee thought and was actually doing. It was an insightful experience for both of them – and it all happened within a 45-minute conversation regarding creating a new job description for the employee. The employee walked away and said, “I’m so glad I had this conversation because that is not what I thought he wanted me to be doing. I need to make some changes to what I’m working on.”

• When is the last time job descriptions were reviewed?
• Are your job descriptions accurate and do they reflect what the individual actually does on a daily basis?

Communication is key. When people assume others understand their expectations, they risk negatively impacting performance. We want to make sure we’re all working off the same job description, or to use our road trip analogy, the same map.

Manager Tip! Give employees their current job description. Ask them to read it and come to an upcoming one on one meeting to talk about the job description. Below are some sample questions to begin the conversation. Take time to clarify and have further conversations when there is misalignment between the manager and employee.

1. Do you feel this job description accurately reflects the job duties you do?
2. What is missing that you do?
3. What is included in the job description that you do not do?
4. Are the percentages of time an accurate estimation of how you spend your time?
5. What is on the job description that you do not understand?
6. What would you say is the purpose of your job?

Job descriptions provide key information to the employee. When an employee understands the purpose of their job and is clear on their main responsibilities, they have the opportunity to focus their efforts and make a difference. The map can be further clarified with goals (i.e. the route to take).

Set and Define Goals - The Route

If the job description is the map, goals are the defined route to help get employees and the organization to their destination. Depending on a person’s role, their goals might be based on annual, monthly, weekly or daily targets to meet.

Below are key components of effective goals to help drive clarity for both the manager and employee.

1. Define the goal and what is to be achieved. Goals that include a reference to the greater purpose of the goal will help identify the link between what the employee is doing and the organization’s success.
   
   
2. Understanding the big picture is helpful, and so is setting meaningful criteria to measure performance against. It is a best practice to define what success looks like when setting a goal. This process helps employees understand what their performance will be measured against in their performance evaluation. It also minimizes the chances for different interpretations of what success looks like.
   
   
3. Clearly defining expectations for due dates is critical for goal success. Establishing a shared timeline gives employees the information needed to prioritize their workload and make the best use of their time.

One on One Conversations -
Take Time to Check In

On any trip, it is critical to take time to pause, check in and ensure you are on the correct path. One on one conversations are an excellent management tool to connect with employees on both their daily work and longer-term goals and objectives. One on one meetings allow for both the manager and employee to bring up any questions or concerns they have and to proactively address them. Sample questions related to performance expectations include:

• Let’s talk about your goals. Tell me about your progress since we last met.
• Are there any roadblocks in your way to achieving your daily work / goals?
• What areas have you been spending the most time on lately?
• Tell me about your current workload. What’s going well? What areas are you struggling with?
• Let’s talk about X project. I’m concerned about the progress. I would have expected us to be at point Y, but we are not. Let’s discuss how we can get back on track to meet the project goals.

Let’s not forget a few other important purposes of one on one conversations. These meetings allow time for managers to:

1. Give meaningful feedback (both positive and constructive).
2. Verify alignment of work direction with business needs and redirect if needed.
3. Motivate and encourage strong performance moving forward.

Summary

To maximize performance, we need to solidify the map (job descriptions), determine what road we need to take (goals), and stop at rest areas along the way to assess our progress (one-on-one conversations).

There’s nothing worse than sitting in a performance review (as either a manager or employee) and realizing that there is a disconnect in expectations. Managers who take proactive steps and encourage employees to ask clarifying questions will set up their employees, team and organization for success.